Q Closeout Documentation: When we have worked as a contractor for TCHC in the past we were not required to submit all the documentation you are requesting. Why are we required to submit this now?
A The closeout procedure for the Building Renewal Program certainly may differ from previous closeout procedures you have gone through with TCHC. The closeout procedure was established by agreement between MCW and TCHC. All steps successfully fulfilled result in satisfying TCHC that all work has been completed (including deficiencies) to the fullest extent and that all required documentation (warranty, O&M manual, training, statutory declaration, Form 5, etc.) has been provided to the Owner (TCHC).
Q Warranty: How is the warranty date determined?
A The warranty period begins when Total Performance is achieved. When you submit your O&M manuals you will likely be submitting a first draft of the warranty letter. Once Total Performance has been achieved and granted (by Form 5 and Form 7 being issued and the statutory declaration document issued) the warranty date may need to be revised and in that circumstance you will be required to re-submit the warranty letter.
Q Statutory Declaration: What is Statutory Declaration Form 9B?
A The Statutory Declaration Form 9B is a standard document developed by CCDC (Canadian Construction Documents Committee) for progress payment distribution by the subcontractor. This is a statement by MCWs contractor (or subcontractor in this case) that payments have been received and the sub-subcontractors have been paid.
Q Notarization: Why do Form 5 (Declaration of Last Supply) and Form 9B (Statutory Declaration progress payment distribution by the subcontractor) need to be notarized?
A The forms are documents that provide written evidence of conditions that are similar to statements made under oath. By signing the documents before a Notary and having them Notarized, the written statements are authenticated. The documents can be declared before a recognized Solicitor, a Commissioner of Oaths, a Notary Public, the Justice of the Peace etc.
Q As-builts: If we cant do the as-builts ourselves, what do we do?
A As-builts submittal is an important and required part of the process. If you are unable to update and submit complete final as-built drawings MCW can assist you with that process for a fee. Contact your Construction Manager to coordinate that if you require those services. Hard copies (paper copies) and electronic copies (AutoCAD and PDF) are required.
Q Training: Why is training required?
A Training is required so that building staff are familiarized with all equipment and new systems that are installed in the buildings they maintain. A filled-out and dated sign-in sheet for all attendees is required as proof of a training session. A sample sign-in sheet is available on this site as a download.
Q Field Review Reports: Why am I being sent field review reports?
A Your Construction Manager will send you copies of all field review reports that are issued. This will keep you notified of the activities being reported on site. You are responsible to rectify any and all noted deficiencies, which, if determined, will be outlined on the field review report. You are also responsible for notifying the Construction Manager when the deficiencies have been resolved.
Q O&M Manual: What if I dont have the equipment information for the O&M manual?
A This is information that you must submit. Any equipment and materials you supply will come packaged with a manual or operations instruction documentation. If you have discarded or misplaced this information we suggest you contact the manufacturer and request this information from them.
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